AgentZap's AI voice receptionist answers every call 24/7, qualifies corporate clients, schedules consultations, and coordinates vendors—while you focus on creating extraordinary events and galas.
4.8 on G2
4.9 on Capterra
2,000+
Businesses Trust Us
85,000+
Leads Captured Monthly
In event planning, every missed call is a potential lost gala, conference, or corporate account
$850B
Global events industry market size in 2024
Source: ILEA 2024
68%
Of corporate event inquiries come outside business hours
Source: EventMB 2024
$45K
Average corporate event planning contract value
Source: IBISWorld
4.2x
More likely to book when inquiry answered within 5 minutes
Source: ILEA Research
Creating flawless events requires focus—but missed calls cost you clients
While you're executing galas, conferences, or corporate events on-site, prospective clients are calling. By Monday, they've found another planner who answered their inquiry immediately.
Qualifying corporate event leads requires understanding scope, budget, RFP timelines, and stakeholder requirements—a 20-minute conversation you can't have while coordinating vendors.
Venues, caterers, AV teams, florists, photographers—everyone needs answers. Managing these calls while meeting with clients fragments your attention and costs you events.
From inquiry to consultation booked in one seamless call
Your AI receptionist answers every call in under 2 rings with a professional greeting customized to your event planning brand.
The AI voice receptionist gathers event type, date, attendance, budget, venue status, and specific requirements.
Qualified clients get consultations booked immediately based on your calendar availability and event type expertise.
Lead details sync to your event management software automatically with full notes and follow-up tasks.
"Thank you for calling Elegant Events by Design. This is Sarah, how can I help you create an unforgettable event today?"
"Hi, I'm looking for help planning our company's annual gala. We're expecting about 300 guests in March."
"How exciting! A 300-guest corporate gala sounds wonderful. Do you have a venue selected, or would you like venue sourcing as part of our services? And do you have a target date in March?"
"We're looking at March 15th, and we need help with everything—venue, catering, entertainment, the works."
"Perfect! Our full-service planning would be ideal for your gala. I have Thursday at 2 PM or Friday at 10 AM available for a consultation with our lead planner. Which works better for your schedule? We'll discuss your vision, budget, and create a customized proposal."
Every feature designed to help you capture more events and grow your business
AI receptionist understands corporate conferences, galas, fundraisers, product launches, and private celebrations—asking relevant questions for each category.
Captures company details, procurement requirements, RFP timelines, and multi-stakeholder contact information for enterprise event inquiries.
Books discovery calls and venue tours at optimal times based on event type, urgency, and your team availability.
Tactfully discusses investment levels to ensure alignment before scheduling consultations, filtering budget mismatches professionally.
AI voice receptionist recognizes urgent event-day calls and escalates immediately to on-site coordinators or planners.
Collects detailed requirements from corporate clients preparing RFPs, proposals, and formal event procurement processes.
Discusses your venue partnerships, preferred locations, and destination event experience across different regions.
Handles vendor calls professionally, takes detailed messages, routes urgent matters, and keeps communications organized.
Track call volumes, lead sources, conversion rates, and identify which marketing channels drive your best event clients.
AgentZap's AI receptionist connects with the platforms you already use
Cvent
Eventbrite
Social Tables
Planning Pod
AllSeated
Honeybook
Dubsado
Tripleseat
Aisle Planner
Google Calendar
Outlook
Zoom
HubSpot
Salesforce
Zapier
Slack
Monday.com
Asana
Plus 5,000+ more apps via Zapier and our API
Compare the true cost of hiring vs. AgentZap's AI receptionist
Limitation: Only covers 40 hours/week. Missed calls during events, evenings, weekends, and peak season cost you corporate accounts.
Includes: 24/7/365 coverage, unlimited simultaneous calls during peak season, CRM integration, lead qualification, and consultation scheduling.
Annual Savings: $45,612 - $50,400
That's one corporate event paying for a full year of AI receptionist coverage.
Some situations need your personal touch. AgentZap's AI receptionist recognizes these moments and connects callers to your team immediately.
"I was losing corporate event leads while executing galas and conferences. AgentZap's AI receptionist captures every inquiry now, and I've seen a 35% increase in event consultations booked. The ROI from one corporate account pays for years of service."
Rebecca Sterling
Owner, Sterling Events
Chicago, IL
35% more event consultations
"Our team coordinates 200+ events per year. Managing vendor calls while onsite was impossible. The AI voice receptionist handles vendor coordination, takes detailed messages, and only escalates true emergencies. We've reduced missed vendor calls by 89%."
Marcus Chen
Operations Director, Luxe Event Group
Los Angeles, CA
89% fewer missed vendor calls
"As a corporate event specialist, I needed 24/7 coverage for Fortune 500 inquiries. The AI receptionist qualifies corporate leads professionally—it captured a $150K conference contract at 9 PM when I was at another event. Game changer."
Jennifer Walsh
Corporate Events Planner
New York, NY
$150K contract captured after hours
AI receptionist handles all calls while you execute flawless events on-site.
AI voice receptionist understands corporate events, RFPs, and enterprise requirements.
Full 24/7 coverage for less than a week of receptionist salary.
Integrates with Cvent, Eventbrite, and Planning Pod automatically.
Everything you need to know about AI receptionists for event planners
An AI receptionist for event planners is an intelligent virtual assistant that handles client inquiries, qualifies event leads, schedules consultations, and manages vendor communications 24/7. It understands various event types—corporate conferences, galas, fundraisers, product launches—and captures essential details like event date, expected attendance, budget, venue preferences, and specific requirements. Unlike traditional answering services, the AI receptionist speaks naturally, asks relevant follow-up questions, and integrates directly with your event management software.
AgentZap's AI voice receptionist asks strategic questions about event type, purpose, date flexibility, expected attendance, venue preferences, budget range, and specific needs (AV, catering, entertainment, decor). It captures corporate decision-maker information, timeline urgency, and how they discovered your services. This qualification ensures planners spend time with clients who are ready to invest in professional event management, filtering out tire-kickers and budget mismatches.
Yes, AgentZap's AI receptionist is trained to understand corporate events (conferences, product launches, team building, annual meetings), social events (galas, milestone celebrations, reunions, holiday parties), nonprofit events (fundraisers, charity galas, awareness campaigns), and private events (anniversaries, retirement parties, bar/bat mitzvahs). It asks relevant questions based on event type and adjusts its qualification approach accordingly.
The AI receptionist recognizes calls from venues, caterers, AV companies, florists, photographers, and other vendors. It takes detailed messages, provides event-specific information to approved parties, schedules vendor meetings, and prioritizes urgent matters appropriately in your message queue. For day-of-event vendor calls, it can escalate immediately to on-site coordinators.
Absolutely. The AI receptionist can walk callers through your service offerings—full-service planning, day-of coordination, corporate event management, venue sourcing, destination events, and a la carte services. It explains pricing structures, typical timelines, and helps callers identify which services match their needs, all while capturing their interest for follow-up.
AgentZap's AI receptionist understands corporate event requirements including budget approvals, RFP processes, compliance needs, branding requirements, and multi-stakeholder coordination. It captures company information, event objectives, key decision-maker contacts, and procurement timelines for effective follow-up. Corporate clients are flagged as high-priority leads for immediate attention.
The AI voice receptionist gathers comprehensive details: contact information, organization name, event type and purpose, preferred date(s) and flexibility, expected attendance, venue preferences or status, budget range, special requirements (AV, catering, accessibility, theme), timeline for decision-making, and how they heard about your company. All information syncs automatically to your CRM.
AgentZap integrates with popular event management platforms like Cvent, Eventbrite, Planning Pod, Social Tables, AllSeated, and Honeybook. Lead information flows automatically into your existing CRM, consultations sync across all connected calendars, and event details are captured in a format ready for proposal generation.
The AI receptionist handles all calls professionally while you focus on event execution. It qualifies new leads, schedules callbacks for appropriate times, takes detailed vendor messages, and only escalates true emergencies to your on-site team. You never miss opportunities because you're busy creating amazing events.
A full-time receptionist costs $3,500-$4,200/month (salary, benefits, taxes) and only covers 40 hours per week. AgentZap's AI receptionist costs $139-$399/month for 24/7/365 coverage—a savings of 97%. Plus, the AI handles unlimited simultaneous calls during busy seasons, never takes vacation, and never calls in sick during your peak event months.
Yes, AgentZap's AI voice receptionist handles unlimited simultaneous calls. During peak seasons (spring galas, fall conferences, holiday parties), you might receive 20+ inquiries simultaneously—the AI answers every single one professionally. Traditional receptionists can only handle one call at a time, leaving others to voicemail or competitors.
Most event planners are live within 20 minutes. You connect your calendar, configure your event types and services, set qualification criteria, and customize your greeting. Our event planning templates include pre-built scripts for corporate inquiries, social events, nonprofit galas, and vendor coordination. Full CRM integration typically takes under an hour.
Every missed call is a potential corporate gala, conference, or celebration walking to a competitor. Start capturing every lead today with AgentZap's AI receptionist.